Committee Charge

The Orientation Committee plans and conducts orientation programs at both the Midwinter Meeting and Annual Conference. The two-hour Saturday morning orientations at both conferences provide attendees an introduction to ALA, NMRT, the conference, the exhibits, and the host city. Additionally, the program provides the opportunity for other ALA divisions and round tables to distribute literature and promote their organizations.

The additional one-hour program held on Friday afternoon at Annual focuses on the conference experience. It introduces attendees to NMRT and also offers literature provided by ALA divisions and round tables.

History of the Committee

Prior to 2002-2003, the committee planned and conducted Annual orientation. During 2002-2003, the committee's charged changed to include the planning and conducting of both the Midwinter and Annual orientations. In 2007 Conference 101, the additional one-hour program held on Friday afternoon at Annual was added to the charge. In 2011, the Friday afternoon program was extended by an additional half hour.

Major Responsibilities

Plan and conduct orientation programs at both the Midwinter Meeting and Annual Conference. The orientations serve to introduce attendees to ALA (including its various divisions and roundtables), NMRT, the conference, the exhibits, and the host city.

Procedures Used to Accomplish Major Responsibilities

Establish the committee.

Set goals and objectives of the program.

Secure speakers and materials.

Carry-out program.

Committee Composition and Term(s) of Office

The chair is a two year appointment and committee members serve one year terms from Annual to Annual.

Midwinter

Arrive Saturday at the meeting room early to be sure it is properly set up. This may require up to one hour.

Have your committee members run through the program with you.

Watch for arrival of speakers and show them to their seats.

Conduct Midwinter Orientation. Be alert to their needs and to the comfort of the audience throughout the program.

Use All-Committees meeting time to finalize format and to clearly divide responsibilities for Annual orientation.

After the conference, write thank you letters to speakers and others who were helpful.

February

Contact NMRT committee chairs to see if they have materials to include in packets for Annual.

Prepare progress report.

Contact ALA divisions and round tables to solicit brochures and/or to request representative to attend orientation. Brochures should be sent to Staff Liaison for storage and transport to conference.

Contact speakers and try to get confirmation as soon as possible.

Prepare publicity released and send to NMRT Publicity Chair for Annual orientation.

Send preliminary program information to Staff Liaison for Annual orientation.

March

Send final Annual program information to Staff Liaison.

Correspond with all committee members and others involved to make certain everything is going smoothly.

Work with NMRT Staff Liaison on room set up and equipment needs for Annual.

April

Develop detailed program outline and a script for the parts you will moderate. Be sure program will flow smoothly.

Send outline to speakers and be sure you know their needs precisely.

May

Have Annual orientation agendas and evaluation forms printed. Be sure all details are being covered.

Inform committee members of the meeting times and places for Annual conference.

June

If possible e-mail or call all committee members, speakers, etc. to be certain everything is set.

Record hotels where committee members are staying so you can reach them easily as needed.

Organize your files for transfer to successor.

Prepare final report.

Annual

Meet Thursday afternoon or Friday morning to prepare trunk for Saturday orientation session and Friday afternoon Conference 101. Complete necessary forms to have the trunk moved to meeting location(s). If necessary, contact the staff liaison prior to the conference to arrange for the Friday move.

Arrive at the meeting room early to be sure it is properly set up. This may require up to one hour.

Have your committee members run through the program with you.

Watch for arrival of speakers and show them to their seats. Be alert to their needs and to the comfort of the audience throughout the program.

After the conference, write thank you letters to speakers and others who were helpful.